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We are continuously working to improve our processes and value your feedback. Please share any suggestions or comments in your service desk ticket. Thank you for helping us serve you better.
Your agency's transition of Catalyst data to a different vendor system is a significant step, and here at DATIS, our primary goal is to support your organization through this process with ease and efficiency. To achieve this, we've carefully outlined the steps involved and will guide you through each one, ensuring a smooth transition every step of the way.
Our Service Desk will play a pivotal role in providing prompts and checklists for key milestones, ensuring that nothing falls through the cracks. We are deeply engaged with partners like Ontario Health’s Mental Health and Addictions Centre of Excellence, Data Champions CMHA and AMHO, PDS-compliant vendors including VitalLabs VitalHubs (TREAT and CaseWorks), CRMS, and EMHware. This collaboration enables us to streamline the migration process and make it as seamless as possible for your organization.
To further support you, we've curated a series of Knowledge Base resources tailored to each phase of the migration journey. These resources will serve as valuable complements to the guidance provided by our Service Desk. Additionally, we understand that every organization has unique needs, which is why our team is committed to meeting you where you are at. Whether you prefer to reach out to us through the Catalyst Service Desk for quick answers or would benefit from virtual meetings for more in-depth support, we're here to accommodate your preferences.
Your success is our priority, and we're dedicated to ensuring a successful transition for your organization.
The Catalyst Offboarding Process:
To begin the Offboarding process from Catalyst, please ensure you've submitted a ticket to our Service Desk at https://jira.camh.ca/plugins/servlet/desk/portal/10. If your organization has already submitted a ticket, kindly direct all questions and correspondence through that existing ticket. Additional tickets are not necessary.
In the Jira Service Desk for Catalyst, each submitted ticket will trigger an automated email to your inbox. Use the provided link to access your central ticket. The identifier (e.g., JSDCAT-0001) helps us all keep track of your request.
Below are each of the 5 phases of the Catalyst Offboarding Process:
A Catalyst Service Desk Ticket has been submitted by the organization and the DATIS team has triaged the ticket as a “Catalyst Offboarding" Issue
- Phase 1: Open
- Phase 2: Pre-migration
- Phase 3: Migration
- Phase 4: Post-migration
- Phase 5: Complete offboarding
Initiation
- Health Service Providers (HSPs) will initiate the Catalyst offboarding process by submitting a ticket to our Service Desk.
Phase 1: Open a Catalyst Offboarding Ticket
The DATIS Service Dest Desk will send an initial automated form requesting milestone dates and necessary details for the organization's data transfer.
All communication for the offboarding process should be completed within this single ticket; no new ticket submissions are required.
Relevant Knowledge Base (KB) resources will be provided, outlining the required steps for the HSP.
The Catalyst Offboarding Service Desk Agent will request a meeting directly with your HSP directly to address any questions; however, please review the KB resources first as they may contain answers to your FAQs.
DATIS will collect and track minimal information (e.g., phase completion times, volume of files transferred or downloaded) to improve internal processes.
The HSP should review and update relevant user account lists (Catalyst, SAP, and GAIN Suite). Lists can be requested directly from the Catalyst Offboarding ticket for easy review.
Review the organization's data retention policy to determine the scope of data to be migrated to the new vendor system.
HSPs are encouraged to communicate with OH's MH&A Centre of Excellence (COE) when migrating to a new vendor. DATIS can facilitate this connection as necessary.
The HSP will download any test data needed directly through the Catalyst Data Download reports. Any HSP Catalyst Administrator can perform this task; if access is needed, request it via the service desk ticket.
- DATIS to will provide the MDS to PDS 1.0 Mapping Standard document.
These test data will then be imported by the new vendor into the new vendor system.
Confirm with DATIS the last day of data entry into Catalyst and the duration of the blackout period.
If Access Client Locks (ACL) are used in Catalyst, any staff that has a Catalyst Reporter access Report account can run the DD-21: ACL Report to confirm if any client restrictions are in place.
A Case Notes and Attachment Request Form will be required to transfer any Case Notes and Attachments.
Plan for a blackout period between the last day of entry into Catalyst and the start of data entry into the new vendor system for MH&A data.
Please notify your team of the following information before the migration:
Once the blackout period begins, the HSP Catalyst Administrator will change all activated users will have to read-only access to client files and if they have reports access, will be able to still run reports including all Data Downloads (DD-01 through DD-21).
Case Notes and Attachments will be extracted by the DATIS team. Due to the large volume of files most organizations have, this can take several business days.
Phase 3: Migration
This phase can also be referred to as the Catalyst blackout period. This process will begin the day after the final entry date into Catalyst.
- An HSP Catalyst Administrator would should change all staff statis to Read Only. access read-only to prevent data entry.
All HSP staff will have read-only access to Catalyst and cannot enter or modify client data. All HSP users can reference still log in to Catalyst to continue care during this period.
- An HSP Catalyst Reports user can perform the necessary Data Downloads the following business day as reports are updated nightly.
The DATIS team will begin extracting Case Notes (including Attachments) the day after the final entry date into Catalyst, as specified in the Catalyst Offboarding Form. This process can take several business days, depending on the volume of data. Once the extraction is complete and the Data Request Form is submitted, the files will be sent to one HSP Catalyst Administrator via CAMH’s secure file transfer (SFTP). Since each SFTP can contain only five attachments, multiple transfers may be required to send all Case Notes and Attachments. A direct accompanying email will be sent issuing the passwords for both the SFT's and zip files.
Phase 4: Post-Migration
HSPs will confirm the successful transfer of their data into their new CRM.
- HSP staff to enter all new client information into the new vendor system
- Data mapping support may be requested by the HSP or from the vendor, directly. Please see the Provincial MDS to PDS Mapping Standard first.
Phase 5: Complete Catalyst Offboarding
- The HSP will confirm a date when all still-activated users Catalyst user accounts will be deactivated. Users still using the GAIN Suite SS&A Q3 will retain access to this data only.
Terminating Terminate services between the HSP and DATIS. HSPs and DATIS (CAMH) will sign off on the termination of the Participation Agreement.
Deactivate all remaining users not using the GAIN Suite SS&A Q3. Users still using the GAIN Suite SS&A Q3 will retain access to this data onlyof HSP's Catalyst database will occur for all HSPs who do not need access to the GAIN.
Note: As of October 2024, DATIS is working with Ontario Health’s MH&A Centre of Excellence with the final steps of the offboarding process before the termination of the Participation Agreement. DATIS is committed to transparency and will keep all HSPs informed as information becomes available.
